Administrative Assistant

Location: South Kensington Campus - Hybrid

Job Summary

This is an exciting opportunity to join Imperial College London’s Change and Operational Improvement (OI) team as our new Administrative Assistant.

We are seeking a proactive and ambitious self-starter to provide effective administrative support to our lively, close-knit team. You will work across a variety of programmes and projects that seek to improve the efficiency of operations across Imperial and thereby support the College in achieving its mission.

You will also play an integral role in assisting Imperial’s Operations and Infrastructure Committee – the College’s Change Board – by providing crucial governance administration support to the Committee’s Chair and Secretariat.

This is a varied and pivotal role which requires a high level of resourcefulness and adaptability, in addition to excellent organisational and communication skills. As well as being a reliable team player, you will be open to embracing new opportunities to further your personal and professional development.

Duties and responsibilities

As our team’s Administrative Assistant, you’ll be responsible for keeping our office running smoothly by helping to organise and facilitate meetings and events, providing support with financial tasks, collating and editing materials for presentations and reports, and liaising with the College’s ICT and Telecoms teams to ensure our equipment requirements are met.

In providing administrative support to the Operations and Infrastructure Committee, you will work closely with senior leaders to ensure that committee meetings are run as efficiently and effectively as possible. You will be responsible for taking accurate minutes, organising governance documentation and helping to plan meeting agendas.

Essential requirements

• Experience in an administrative assistant role(s) in a large complex organisation/office, demonstrating development through a series of progressively more demanding work/roles.
• Experience of prioritising a varied workload and working to tight deadlines.
• Experience of diary management and managing complex arrangements.
• Ability to take minutes and notes.
• Strong interpersonal skills with the ability to build and maintain effective working relationships, including with senior leaders.
• Proactive, with the ability to think ahead and anticipate needs before they arise.
• Evidence of an ongoing commitment to professional development and a willingness to embrace new challenges as development opportunities.

Further Information

This is a full-time, open-ended role.

All candidates are required to submit an online application, including a supporting statement outlining how their knowledge, skills and experience align with the essential criteria provided in the person specification. Applications submitted without a supporting statement, or with only a CV attached, will not be considered.

The closing date for applications is Wednesday 12 April 2023, 23:59. Depending on the number and quality of applications received, we may close applications before the advertised date. Therefore, if you are interested in the position, you are advised to submit your application at the earliest available opportunity.

Should you have any questions or require further information about the role, please contact Genevieve Timmins (g.timmins@imperial.ac.uk).

The College is currently trialling a Work Location Framework until early 2023. Hybrid working may be considered for this role and the role holder may be expected to work 60% or more of their time onsite, with 40% the minimum time spent onsite.  The opportunity for hybrid working will be discussed at interview.

Closing date: 12/04/2023

To apply, please click on the ‘Apply’ button above.

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